Loss Runs Secured
Followed up with incumbent carrier. Received and filed 5-year loss runs for Apex Construction. Saved to Epic.
COI Generated & Sent
Processed urgent COI request. Added additional insured endorsement. Emailed directly to GC and updated log.
ACORD 125/140 Pre-filled
Extracted property data from client SOV spreadsheet. Pre-filled ACORD forms for upcoming 10/01 renewal submission.
Stop chasing loss runs.
Start closing premiums.
You can't negotiate complex risks if you're spending 3 hours manually typing an SOV into an Excel spreadsheet. Hire a dedicated Insurance VA to handle ACORD forms, COIs, and AMS data entry so you can focus on advising clients.
100%
AMS Updated
0
Missed Renewals
High
Client Retention
Proficient in standard Agency Management Systems
The "Paperwork Paralysis" Bottleneck
When highly-paid producers and consultants are stuck doing admin work, new business generation stalls and renewal cycles become a fire drill.
| Agency Task | The Solo Broker | Supported by a VA |
|---|---|---|
| Renewal Preparation | Realizing a major account renews in 30 days and scrambling to gather updated payroll and vehicle lists. | Proactive Timelines. VA initiates the renewal process 90-120 days out, sending questionnaires to clients automatically. |
| Data Entry & ACORDs | Typing the same addresses and limits into five different carrier portals and multiple ACORD forms. | Single Entry. VA maintains the master client file in your AMS and pre-fills all necessary applications and forms. |
| Certificates (COIs) | Interrupting strategic underwriting negotiations to issue a rush COI so a contractor can get on a job site. | Same-Day Turnaround. VA monitors a dedicated inbox, issues standard COIs immediately, and flags complex requests. |
What Can an Insurance VA Do?
Offload the administrative friction of commercial insurance so your team can focus on production and retention.
Loss Run Retrieval
Relentlessly following up with incumbent carriers and general agents to secure 3-5 year currently valued loss runs for quoting.
ACORD & SOV Prep
Pre-filling ACORD 125, 126, 130, and 140s. Formatting massive Excel Statement of Values (SOVs) for property submissions.
COI Issuance
Generating daily Certificates of Insurance. Adding additional insureds, waivers of subrogation, and distributing to certificate holders.
AMS Management
Keeping Applied Epic or AMS360 clean. Attaching emails, logging activities, updating client contact info, and indexing scanned mail.
Renewal Tracking
Running 90-day renewal reports. Sending initial outreach emails for updated payroll, revenue, and vehicle schedules.
Policy Checking
Reviewing newly issued policies against the binders to ensure accurate limits, deductibles, and endorsements before delivering to the client.
From Agency Principals
"We were losing money having our licensed account managers doing data entry. Bringing on a VA to handle Epic updates and COI processing freed up our team to actually cross-sell and manage relationships."
James D.
Principal Broker
"I used to spend my weekends formatting Excel SOVs for our property accounts. Now, I just drop the client's messy list into a folder and our VA formats it perfectly for the carrier underwriters."
Sarah M.
Commercial Producer
"We were losing money having our licensed account managers doing data entry. Bringing on a VA to handle Epic updates and COI processing freed up our team to actually cross-sell and manage relationships."
James D.
Principal Broker
Scale Your Agency Operations
Whether you need a part-time assistant for COIs or a full-time account admin for renewals.
Admin Assistant
Perfect for solo producers needing help with day-to-day document management.
- Daily COI issuance from inbox
- Basic AMS data entry & filing
- Chasing loss runs via email
Account Admin
For growing agencies needing comprehensive renewal and submission support.
- Full proactive renewal tracking
- ACORD & SOV preparation
- Policy checking against binders
Agency FAQ
Common questions about delegating insurance operations.
Do they know how to use Applied Epic or AMS360?
We match you with VAs who have specific experience in the P&C insurance industry and familiarity with standard Agency Management Systems. While every agency has unique workflows, the core concepts of attaching policies, logging activities, and issuing COIs remain consistent.
How do we handle data privacy and security?
Security is paramount in insurance. All Virtual Assistants sign strict NDAs. You maintain full control over system access by providing them with specific login credentials (often via a secure VPN or restricted IP access) that you can revoke at any time.
Are they licensed agents?
No. Our VAs are strictly administrative support. They do not sell insurance, provide coverage advice, or bind policies. They handle the backend data entry, document prep, and carrier follow-ups, allowing your licensed producers to focus on the tasks that require a license.
Delegate the Admin.
Grow the Book.
Stop letting policy checking and COIs limit your agency's capacity. Get matched with a professional commercial insurance VA today.
Direct_Contact
Request an Agency VA Match
Tell us about your agency size, your AMS platform, and required hours to get matched with a specialized VA.